RIFT VALLEY UNIVERSITY

GEDA CAMPUS (EXTENTION)

Department of Computer Science
Research methods in Computer Science.
Project Proposal for the Title of
Web-Based Student Portal System for Rift Valley University.

Name Id

o Bekan Abebe 0021/20

o Olifen Teshome 0006/20
o Lemma Abdisa 0009/20
o Meaza Asmel 0020/20
o Ayansa Kejela 0004/20

SUBMITED TO: -Mr. Tijani H. DATE: - Sep 06/2024

 Table of Contents

Contents Page
Table of contents.......................................................................................................................................i

List of Tables...........................................................................................................................................ii

Abbreviation............................................................................................................................................iii

1. Introduction..........................................................................................................................................1

2. Statement of the Problem.....................................................................................................................2

3. Project Objective..................................................................................................................................3

3.1 General Objective..................................................................................................................3

3.2 Specific Objective.................................................................................................................3

4. Scope of the Project..............................................................................................................................4

5. System Development Methodology.....................................................................................................5

6. Significances of Project........................................................................................................................6

7. Time Schedule......................................................................................................................................7

References................................................................................................................................................8

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 List of Table

Table 1: Time Schedule............................................................................................................................7

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 Abbreviation

RVU Rift Vally University

HTML Hyper Text Markup Language

CSS Cascadian Style Sheet

PHP Hypertext Preprocessor

MYSQL My Structured Query Language

JS Java Script

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 PROJECT PROPOSAL

1. INTRODUCTION
Rift Valley University (RVU) is one of the largest and most respected institutions of higher
learning in Ethiopia, known for its commitment to providing quality education and fostering
academic excellence. As RVU continues to grow and serve a larger student population, the
need for more efficient and streamlined administrative processes has become increasingly
apparent. The traditional methods of handling academic operations, particularly student
registration and grade reporting, are largely manual and paper-based, leading to various
inefficiencies that impact the overall student experience and operational effectiveness.

In recent years, the use of digital technologies in higher education has proven to be a critical
enabler of enhanced academic services. Universities worldwide have adopted web-based
student portal systems to automate and improve administrative tasks such as course
registration, grade reporting, and student information management. A student portal system
serves as a centralized platform where students, faculty, and administrative staff can access
essential academic information, perform tasks, and communicate efficiently. Research
shows that such systems increase productivity, reduce errors, and provide students with
quick access to real-time academic data, contributing to improved student satisfaction and
academic outcomes (Parajuli, R., & Paudel, B., 2021, p. 1).

At RVU, the current paper-based processes for registering students and reporting grades are
prone to delays, errors, and inefficiencies. Students face long wait times for registration and
grade results, while administrative staff struggle to manage large volumes of data manually.
This traditional system limits the accessibility and transparency of academic operations,
making it difficult for students to track their progress and for faculty to provide timely
feedback.

The proposed project, " Web-Based Student Portal System for Rift Valley University," aims
to address these challenges by creating an automated platform that simplifies student

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 registration, allows real-time grade reporting, and improves communication across all
academic stakeholders. This system will enhance operational efficiency, increase
transparency, and provide a better academic experience for students, faculty, and
administrators. Through the implementation of this student portal, RVU can modernize its
operations and provide a more responsive, student-centered educational environment.

2. STATEMENTS OF THE PROBLEM

Rift Valley University (RVU) currently faces several operational inefficiencies related to
student registration and grade reporting due to its reliance on manual, paper-based systems.
These traditional processes pose significant challenges that impact both administrative
efficiency and the overall student experience.

 Manual Registration Challenges: The student registration process at RVU is largely

paper-based and labor-intensive, leading to several issues. Students often experience
delays and confusion during registration periods due to manual data entry, resulting in
errors and incomplete records. Administrative staff spend excessive time managing these
processes, which could otherwise be directed towards more strategic tasks. Additionally,
the lack of real-time updates in the current system means that students may encounter
difficulties in tracking their registration status and course selections.

 Delays and Errors in Grade Reporting: Faculty members manually input grades,
leading to delays in grade processing and reporting. This not only creates frustrations for
students waiting for their results but also affects their ability to make informed academic
decisions in a timely manner. Errors in grade entry further complicate the situation,
requiring additional time and resources to resolve.
 Limited Accessibility and Transparency: The current system lacks real-time access to
academic information, leaving students with limited visibility into their registration status
and grades. Administrative staff and faculty also face difficulties in managing and
accessing student records efficiently, which slows down communication and decision-
making processes.
 Administrative Overload: Staff members spend excessive time managing academic
records, reducing their ability to focus on strategic academic initiatives.

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These problems necessitate the development of a web-based student portal system. By
automating student registration and grade reporting, RVU can eliminate inefficiencies,
improve accuracy, and provide students, faculty, and staff with timely and transparent access
to academic information. This system is critical for enhancing the university’s overall
operational effectiveness and improving the academic experience for all stakeholders.

3. PROJECT OBJECTIVE.

3.1 General objectives of the system

The general objective of this project is to develop a web-based student portal system for
RVU that automates and enhances the processes of student registration and grade reporting.
The system aims to improve operational efficiency, accuracy, and transparency, providing
students, faculty, and administrators with a streamlined platform to manage academic
activities.

3.2 Specific Objectives of the system

 Automate the Student Registration Process:

 Develop an online registration module that allows students to enrol in courses,

manage their schedules, and update personal information through a secure web
interface.

 Ensure that the registration system is integrated with the university’s existing
databases to maintain consistency and accuracy of student records.

 Implement Real-Time Grade Reporting:

 Create a grade reporting module that enables faculty to electronically enter and
manage grades, and provides students with instant access to their academic
performance.

 Design the system to generate automated notifications and updates for students
regarding grade submissions and any changes to their academic records.

 Improve User Accessibility:

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 Design a user-friendly portal with intuitive navigation and clear interfaces for
students, faculty, and administrators to access and manage academic information
efficiently.

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  Incorporate features that allow users to easily track their registration status, course
schedules, and grade reports.

 Improve Administrative Efficiency:

 Automate administrative tasks such as processing course enrolments and grade
submissions to reduce the workload on staff.

 Facilitate Communication and Information Dissemination:

 Integrate communication tools within the portal for sending notifications, reminders,
and announcements related to registration deadlines, grade releases, and other
important academic events.

 Ensure that the system provides a centralized platform for disseminating timely and
relevant information to all users.

 Ensure Data Security and Privacy:

 Implement robust security measures to protect sensitive student and academic data
from unauthorized access and breaches.

 Design the system to comply with relevant data protection regulations and standards
to ensure the confidentiality and integrity of user information.

4. SCOPE OF THE PROJECT

The proposed system will focus on the following key functionalities:

 Student Registration Module: A fully automated online registration system that allows
students to enroll in courses, manage their schedules, and update personal information.
 Grade Reporting Module: An integrated module that enables faculty to upload grades
and provides students with instant access to their academic performance.
 User Management: A secure authentication system to manage different user roles
(students, administrators) with appropriate access controls.

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  Communication and Notification: A feature to send notifications and updates about
registration deadlines, grade release, and other academic announcements.
 Administrative Tools: Develop tools for administrative staff to monitor registration
processes, manage grade submissions, and generate reports and analytics.
 User Interface and Experience: Create an intuitive and user-friendly interface for easy
navigation and access to system features.

5. SYSTEM DEVLOPMENT METHODOLOGY

The development of the student portal system will follow an Agile methodology to ensure
flexibility and adaptability throughout the project. Key steps include:

 Requirements Analysis: Analysis documents, conducting interviews and surveys with

stakeholders (students, staff) to gather detailed requirements.

 System Design: Developing a comprehensive design that outlines the architecture, user
interfaces, and database schema.

 Development: Implementing the system using modern web development technologies

such as HTML, CSS, JavaScript, and a back-end framework like PHP, along with a
database management system like MySQL.

 Testing: Conducting rigorous testing, including unit testing, integration testing, and user
acceptance testing, to ensure the system is reliable, secure, and user-friendly.

 Deployment and Training: Deploying the system on RVU’s server infrastructure and
providing training sessions for end-users and administrators.

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 6. SIGNIFICANCES OF PROJECT

The development of the "Web-Based Student Portal System for RVU" offers several significant
benefits:

 Increased Operational Efficiency: Automates student registration and grade reporting

processes, reducing manual workload and administrative errors. This enhances overall
efficiency within the university’s academic operations.
 Enhanced Accuracy and Timeliness: Provides real-time updates on student
registrations and grades, minimizing errors and ensuring that academic information is
current and accurate.
 Improved Student Experience: Offers students a convenient, user-friendly platform for
managing course registrations, tracking their academic progress, and accessing grades.
This improves their overall satisfaction and engagement with the university.
 Streamlined Communication: Centralizes notifications and updates, facilitating
effective communication between students, faculty, and administrative staff. This helps in
keeping all stakeholders informed about important academic events and deadlines.
 Data Security and Privacy: Implements robust security measures to protect sensitive
academic and personal information, ensuring compliance with data protection regulations
and safeguarding user privacy.
 Support for Informed Decision-Making: Provides faculty and administrators with
accurate, timely data to make informed decisions regarding course management,
academic performance, and resource allocation.
 Modernization of Academic Operations: Aligns with current technological trends,
modernizing RVU’s academic processes and positioning the university as a forward-
thinking institution in higher education.

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 7. TIME SCHEDULE

Phase Timeline Activity’s

Conduct stakeholder interviews, gather requirements, and
Requirements Analysis 1 weeks
define project scope.
Develop system architecture, design user interfaces, and
System Design 2 weeks
create database schema.
Implement the registration and grade reporting modules,
Development 5 weeks integrate user management and features.

Perform unit testing, integration testing, and user acceptance

Testing 2 weeks testing to ensure system reliability and performance.

Total Duration 10 weeks

Table 1.1 Time Schedule

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 CHAPTER TWO

REQUIREMENT SPECIFICATION AND ANALYSIS

2.1 Introduction
This chapter outlines the detailed requirements for the development of the Web-Based Student Portal System
for Rift Valley University (RVU). It begins by identifying the core needs of the system based on the challenges
faced by the university's existing manual processes, particularly in student registration and grade reporting. By
analyzing the operational inefficiencies, this chapter defines both functional and non-functional requirements
that the system must meet, ensuring that the developed platform addresses key issues such as accuracy,
efficiency, user experience, and security. Ultimately, the goal of this phase is to provide a clear, structured
foundation for the system's design and implementation.

2.1.1Purpose of the system

The purpose of the Web-Based Student Portal System is to streamline and automate the student registration and
grade reporting processes at Rift Valley University. By replacing the current manual, paper-based system, the
portal aims to improve operational efficiency, reduce errors, and enhance the overall academic experience for
students, faculty, and administrative staff. The system will provide real-time access to academic data, ensuring
better communication, transparency, and timely decision-making while also reducing administrative workload.

2.2 Current System

2.2.1 Description of the current system

The current system at Rift Valley University relies heavily on manual, paper-based processes for
student registration and grade reporting. Students must visit administrative offices to register for
courses, and faculty manually input grades into paper records. This leads to delays, errors, and
inefficiencies, making it difficult for students to track their progress and for administrators to
manage records. There is also a lack of real-time access to academic data, which hampers

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communication between students, faculty, and administrative staff. This results in frustration and
reduced operational effectiveness.
2.2.2 Problem of the existing system
The existing system at Rift Valley University suffers from several key issues:
1. Manual Data Entry: Student registration and grade reporting are done manually, causing
delays, errors, and inaccuracies in student records.
2. Limited Access and Transparency: Students and faculty do not have real-time access to
academic information, which affects decision-making and communication.
3. Inefficient Communication: Without centralized notifications, important academic updates
are often delayed, reducing efficiency.
4. Administrative Overload: Excessive time spent on manual tasks prevents administrative
staff from focusing on strategic initiatives and other responsibilities.

2.3 REQUIREMENT GATHERING

Is the process of identifying, collecting, and documenting the needs and expectations of all stakeholders
involved in the development of the Web-Based Student Portal System. It involves engaging with students,
faculty, and administrative staff through surveys, interviews, and discussions to understand their pain points,
requirements, and preferences. The goal is to ensure that the system meets the functional, non-functional, and
technical expectations of all users, while addressing the challenges faced by the existing manual system. This
phase lays the foundation for the design and development of the system.

2.3.1 Requirement Gathering Methodologies

The methodologies for gathering requirements for the Web-Based Student Portal System include:

1. Interviews: Conducting one-on-one interviews with key stakeholders such as students, faculty, and
administrative staff to understand their needs and challenges.

2. Surveys and Questionnaires: Distributing surveys to a larger group of users to collect quantitative data on
their expectations and experiences with the current system.

3. Workshops and Focus Groups: Engaging groups of users in discussions to generate insights on functional
and non-functional requirements.
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 4. Observation: Observing current manual processes in use to identify inefficiencies and areas for
improvement.

2.3.2 Results Found

The results from the requirement gathering phase revealed several critical insights:

1. Manual Processes: Stakeholders identified delays and errors in the current manual student registration and
grade reporting processes.

2. Real-Time Access: Students expressed a need for real-time access to registration status, course details, and
grades.

3. User Interface: Both students and staff emphasized the importance of a user-friendly, intuitive interface.

4. Data Security: The need for secure handling of personal and academic data was highlighted by all
stakeholders.

2.4 PROPOSED SYSTEM

2.4.1 Overview

The Web-Based Student Portal System for Rift Valley University will automate and streamline
student registration and grade reporting processes. The system will allow students to register for
courses, view their grades, and manage academic information through a user-friendly interface.
Faculty can enter grades in real-time, and administrative staff can efficiently manage student
records. The portal will ensure data security, improve communication via notifications, and
provide real-time access to academic data. This system will replace the current paper-based
processes, enhancing transparency, efficiency, and overall user satisfaction.

2.4.2 Advantage of proposed system

The proposed Web-Based Student Portal System offers several key advantages:

1. Increased Efficiency: Automates student registration and grade reporting, reducing administrative
workload and human errors.

2. Real-Time Access: Provides students with immediate access to their grades and registration status,
improving transparency.

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 3. Enhanced Communication: Centralized notifications streamline communication between students, faculty,
and staff, ensuring timely updates.

4. Improved Data Accuracy: Automated processes reduce the chances of mistakes in student records and
grades.

5. Secure Data Management: Protects sensitive information, ensuring compliance with data privacy
regulations.

2.4.3 Functional Requirements

The functional requirements of the Web-Based Student Portal System include:

1. Student Registration: The system must allow students to register for courses, update personal information,
and view course schedules.

2. Grade Reporting: Faculty should be able to input and update grades, with students able to access their
grades in real time.

3. User Management: The system must support different user roles (students, faculty, administrators) with
appropriate access controls.

4. Notifications: The portal should send automated notifications to users about registration deadlines, grade
releases, and other important academic updates.

5. Data Security: Ensure the system securely handles personal and academic information, adhering to privacy
regulations.

2.4.4 Non-Functional Requirements

 Performance:

 The system must respond to user requests within 2-3 seconds under normal conditions.

 It should be able to support at least 500 concurrent users, ensuring smooth operation during peak times like
registration periods.

 Usability:

 The interface must be intuitive, with minimal training required.

 Students, faculty, and staff should be able to complete tasks such as registration, grade viewing, and

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 reporting with no more than 2-3 clicks.

 Scalability:

 The system should be designed to scale horizontally or vertically to handle future growth, whether through
increasing the number of users or adding more courses and data.

 Security:

 Implement role-based access control, ensuring that only authorized users can access specific
functionalities.

 The portal should be protected with SSL encryption and include features like two-factor authentication for
added security.

 Availability:

 The system should have 99.9% uptime, ensuring high availability even during maintenance windows.

 Automated backup mechanisms should be in place to ensure data recovery in case of system failure.

 Maintainability:

 The system should be modular and easily maintainable, with clear documentation and error logging for
quick identification and resolution of issues.

 Compliance:

 The system must comply with national and international data protection regulations, such as GDPR or any
local laws governing student data.

2.4.4.1. User Interface and Human Factors

The user interface (UI) of the Web-Based Student Portal System must be designed with a focus on user experience
(UX) to ensure ease of use for all stakeholders (students, faculty, and administrators). The design should be
intuitive, with clear navigation, and minimal steps required to complete tasks. It should adhere to accessibility
standards, ensuring that users with disabilities can easily interact with the system. The portal must be responsive,
adapting seamlessly across different devices (desktop, tablet, mobile) to improve usability and engagement.

2.4.4.2. Documentation

Documentation defines and describes concepts with consider to registrar management system, plan to give a
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general view to the reader of the document about tasks or activities which need automation in the registrar
environment, explains system design, presents the technology used to develop this system, user interface design
and conclusion are briefly explained.

2.4.4.3. Hardware Consideration

According to a web server that is competent (capable) of serving more than 1000 users should have the
following specifications.

 Intel Pentium IV processor or equivalent or higher

 512 MB Ram or Higher
 20 GB HDD or Higher
 Network Connectivity

But for development purposes, any desktop or laptop computer can be used.

Software Requirements

 PHP 5.0 and above

 Front End: HTML and JavaScript, CSS
 Web designing language: PHP
 Database (Back end): MySQL
 Microsoft Windows
 The client of PC may use one of the following browsers:
o Internet Explorer, Mozilla Firefox, Google Chrome, Opera etc.….

Why choose PHP?

There are several types of web programming language that are used for making a site more dynamic. But, for
this project chooses PHP scripting language to design this database. Because

 It’s fast and easy

 It’s navigate platform
 It accesses everything

Why choose MySQL?

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There are several reasons to use MySQL.

 It’s fast and powerful

 It’s improving all the time
 It’s free
 Handles large database. MySQL with some database that contains 50,000,000 records and users MySQL
with 60,000 tables and about 5,000,000,000 rows.

2.4.4.4. Performance Characteristics

The proposed system that we are going to develop will be used as the chief performance system for providing
help to the departments in managing the whole database of the student studying in the department. Therefore it
is expected that the database would perform functionally in all the requirements that is specified.

 The system should be easy to handle

 System should give expected performance results
 The response time should be small

2.4.4.5. Error Handling and Extreme Conditions

The system should be strong (healthy) enough to handle error conditions and continue with normal operations.

2.4.4.6. Quality Issues

The system quality control is also important requirement. The system should be fast and efficient service to all
users. Adaptability, availability, flexibility, and reliability are the key issues of this requirement. Using suitable
software and hardware to develop the system will enable to achieve this requirement.

2.4.4.7. System Modifications

A modification is a change or alteration, usually to make something work better. If you want to change
something in other words, modify it you need to make a modification. Lots of things require modification,
because they get older or just because they can be improved.

2.4.4.8. Physical Environment

Since the system is a web- application, it is deployed by all of the existing web browsers where there are no
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special conditions the system should withstand.

2.4.4.9. Security Issues

We are going to develop a secured database. There are different kinds of user namely administrator, student,
Registrar, Instructor and Department who are viewing specific information from the database. Depending on the
category of the user the access are decided. Safety requirement The database may crash at time due to operating
system failure or virus. It is advised to take a backup of the database.

2.4.4.10. Resource Issues

Hardware, Software and Infrastructure Resources:

The system will function on any standard hardware and software display place, since the system is a web
application; it is supported in all devices that have web browsers.

Deployment Environment:

Web browsers like Internet Explorer, Mozilla Firefox, and Google Chrome

Database Management System:

In this system we will have central database system that shall store and provide information to our system.

Human Resources:

Similarly, no special human resource is required as the system uses commonly known development tools,
database management systems and software platforms (display areas). And hence the system can easily be
deployed and supported with reasonable professional capability.

2.5 SYSTEM MODEL

System modeling is the process of developing figurative models of a system, with each model presenting a
different view or angel of that system. System modeling has now come to mean representing a system using
some kind of graphical notation, which is now almost always based on notation in the Unified (integrated)
Modeling Language (UML). System modeling helps the analyst to understand the functionality of the system
and models are used to communicate with customers. System models are a model that consists of all models

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such as use cases, activity diagram, sequence diagram, class diagram and the others.

2.5.1 Scenario

A scenario is a description of user interaction with a system. Scenario may be related to ‘use cases’, which
describes interaction at a technical level. Unlike use cases, but, scenarios can be understood by people who do
not have any technical background. The main actors of the Prison Management System are Admin, User and
Officer. We will describe the scenarios of the three actors about the use of the system.
Scenario Name: Student Registration

 Actor: Student
 Pre-condition: The student has logged into the portal.
 Flow of Events:
1. The student navigates to the registration page.
2. The student selects desired courses.
3. The system updates the student's registration and displays the updated course schedule.
 Alternate Flow of Events:

o If the student encounters an error (e.g., course conflict), the system displays an error message and allows
the student to correct the issue.

Scenario Name: Grade Reporting

 Actor: Faculty
 Pre-condition: The faculty member has logged into the system and has grades to input.
 Flow of Events:
1. The faculty member accesses the grade reporting page.
2. They input the grades for each student.
3. The system saves and displays the updated grades for students.
 Alternate Flow of Events:

o If a faculty member fails to input grades, the system will show a reminder to complete the process before
finalizing.

Scenario Name: User Role Management

 Actor: Admin
 Pre-condition: Admin has logged into the system and has user role management privileges.
 Flow of Events:
1. The admin accesses the user management page.
2. The admin assigns roles (e.g., student, faculty, staff) to users.
3. The system updates the roles and enforces access control.
 Alternate Flow of Events:

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 o If the admin encounters an invalid input, the system displays an error message and prompts for correction.

Scenario Name: Grade Notification

 Actor: Student
 Pre-condition: Faculty has entered grades for the student.
 Flow of Events:
1. The student logs into the portal.
2. The system notifies the student that grades are updated.
3. The student views their grades in the portal.
 Alternate Flow of Events:

o If the student does not receive a notification, they manually check the grades page.

Scenario Name: Admin Monitoring

 Actor: Admin
 Pre-condition: Admin has logged into the system.
 Flow of Events:
1. The admin accesses the admin dashboard.
2. The admin views reports on student registration and grade submissions.
3. The admin monitors the system’s performance and checks for any issues.
 Alternate Flow of Events:

o If an error is detected (e.g., system downtime), the admin initiates troubleshooting.

2.5.2 Use Case Model

The Use Case Model describes the proposed functionality of the new system. A Use Case represents a separate
part of interaction between a user (human or machine) and the system. A Use Case is a single part of
meaningful work; for example login to system, register with system and create user account are all Use Cases.
Each Use Case has are typically related to ‘actors’. An actor is a human that interacts with the system to
perform meaningful work.

2.5.2.1 Use Case Diagram

A Use Case diagram describes the relationship between action and actors of a system’s functionality. A use case
diagram can summarize the details of the system users (actors) and their interaction of with the system.

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2.5.2.2 Description of Use-Case Model

Use Case Name Login

Use Case ID UC-001

Description A gateway to the system
Participant user All user
Precondition User must register with necessarily authentication.
Basic flow of events 1. Fill username and password
2. Login
3. Pass to main window
Alternative Flow 2.1. {Login failed} The system inform user to re-log again using correct
username and password.
Post condition User is logged on to the system
Includes None
Extends None

Use Case Name Add User

Use Case ID UC-003

Description Add user to a system accordingly
Participant user Admin
Precondition The user to be added should not be in the list.
Basic flow of events 1. Open particular policy to employee detail.
2. Click “add employee” button to initiate the use case.
3. User employee detail (while employee detail system will
validate each input and perform necessarily calculations to
determine sum assured value and annual premium of each
employee).
4. User clicks on “Save” button. (affect the following tables
“Group Customer Code, Family, Beneficiary”)
5. The use case ends.
Alternative Flow 3.1 If input is invalid the system will inform the user to correct it.
4.1 If there is db. connectivity error display error message or
relationship error
Post condition New employee is added to particular policy.
Includes Login
Extends

Use Case Name Delete User

Use Case ID UC-004

Description Delete particular employee from policy by the request of policy
owner company.
Participant user Insurance officer , Employees

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 Precondition The employee to be deleted should be in the list.
Basic flow of events 1. Open particular policy to delete employee.
2. Search employee from the list.
3. Click “Delete employee” button to initiate the use case.
1. The system presents employee deletion form.
4. User policy termination detail for particular employee
(while user under writing details system will validate each
input and perform necessarily calculations to determine
refundable amount).
5. User clicks on “Save” button. (affect the following tables
“Employee Deletion, Group Customer Code”)
6. The use case ends
Alternative Flow 2.1 if there is dB connectivity error or employee doesn’t exist
display error message and back to step 2
4.1 If input is invalid the system will inform the user to correct it.
5.1 if there is relationship error display error message
Post condition Employee policy will be inactive and policy termination detail will
be saved in “employee deletion” Table.
Includes Login

Extends

Use case number Uc4

Use case name View Student Information

Actor (s) Admin, Registrar officer, Guard officer

Description Viewing data of a prisoner for management purpose

Pre-condition Login as Admin, Registrar officer or Guard officer

Flow of events 1. Actor activates view prisoner’s data page

2. System displays prisoners search page
3. Actor inserts id or name of the prisoner
4. System displays list of some prisoners that are related to
the searched prisoner
5. Actor clicks on the wanted prisoner
6. System displays data of selected prisoner
7. Use case ends

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Alternative 1. System displays prisoner not found message
2. System displays search prisoners page
3. Use case ends

Post-condition Displays prisoners data

Use case number Uc7

Use case name Update Student Information

Actor(s) Registrar officer

Description Updating prisoner data if there any change

Pre-condition Login as registrar officer

Flow of events 1. Actor activates update prisoner page

2. System displays search prisoner page
3. Actor inserts in the searching field id of prisoner, name
of prisoner or crime file number of the prisoner
4. System displays list of prisoners related to the searched
item
5. Actor selects the searched prisoner
6. System shows data of the prisoner and also displays data
updating fields
7. Actor fill the fields and submits them
8. System displays prisoners data successfully updated
message
9. Use case ends

Alternative : record not found 1. The system shows prisoner not found message
2. It displays search prisoner page
3. Use case ends

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Alternative : blank field or 1. The system shows error message
incorrect input 2. It displays prisoner data
3. Use case ends

Post-condition Updated prisoner data will be saved in database

Use case number Uc8

Use case name Inserting Grade

Actors(s) Registrar

Description Storing visitors data when they visits a prisoner

Pre-condition Login as an guard officer

Flow of events 1. Actor opens visitors page

2. System displays visitors page
3. Actor press add visitor option in visitors page
4. System displays add visitors record form
5. Actor fills the form and submits it.
6. System displays visitors record successfully submitted
7. Use case ends

Alternative 1. the system shows error message

2. it displays add visitor form
3. use case ends

Post-condition The visitor record will be stored in database

2.5.3 Sequence Diagram

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Sequence diagrams describe interactions between actors and system in terms of an exchange of messages over
time. They are also called event diagrams. A sequence diagram is a good way to visualize and validate various
runtime actions. These can help to predict how a system will perform and to discover responsibilities of actors
may need to have in the process of modeling a new system.

2.5.4 Activity Diagram

Activity diagram shows the flow of activity to activity within a system. An activity shows a set of activities, the
sequential or branching flow from activity to activity, and objects that act and are acted ahead.

Activity diagrams flow from top to bottom. The initial state is represented by a closed circle. Activity takings
through a series of activity state until it reaches its final state, which is represented by a closed circle inside an
open circle.

Boxes with round corners represent activity state. Each activity state is labeled with a brief description of the
activity it represents. The arrows between states, called transitions, represent the shift from one activity state to
the next. State chart diagram and activity diagrams both are describe action (state) transitions and share many of
the same elements. Generally state chart diagram and activity diagram are the same.

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References

Babu, S., & Saranya, G., 2018. Development of Student Portal for Education Institutions.. International
Journal of Advanced Research in Computer Science and Software Engineering, 8(6), pp. 1-7.

Parajuli, R., & Paudel, B., 2021. Impact of Student Portal System on University Operation.. Journal of
Educational Technology Systems, 50(2), pp. 178-195.

Rift Valley University. (n.d.). About Us. Retrieved from https://riftvalleyuniversity.org

Smith, J., 2019. Improving Higher Educational through Digital Transformation: The Role of Student

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Information Systems.. Journal of Educational Technology,, 14(3), pp. 25-34.

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